Project Coordinator

Salary: $35.19 - $47.50 HourlyLocation : Port TownsendJob Type: Full-TimeJob Number: 202611Department: AdministrationOpening Date: 05/20/2026Closing Date: 6/3/2026 11:59 PM PacificDescriptionThe hourly range for this position is $35.19-$47.50 an hour, with a market midpoint of $41.35 an hour. The expected hiring range is typically between the minimum and the midpoint; however, placement above the midpoint may be considered based on experience, internal equity, and job-related factors.The Project Coordinator reports to the Executive Services Manager and partners with District employees, project managers, and external agencies from planning through project closeout with a strong emphasis on project tracking, interdepartmental coordination, contract management and grant reimbursement management. This role ensures that projects remain aligned with funding requirements, and schedules by facilitating communication, maintaining documentation, and supporting reimbursement processes in compliance with Federal, State, and District regulations. The position serves as a central resource for project coordination, contract administration, and grant compliance, ensuring timely execution, reporting, and audit readiness across all program areas.Examples of DutiesESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following:Coordinate and support District projects by tracking schedules, deliverables, milestones, funding requirements, and contract performance from initiation through closeout; proactively identify risks, delays, or compliance concerns and coordinate corrective actions. Serve as a central point of coordination between project managers and external funding agencies.Drafts project communication, status updates, and documentation to ensure alignment across departments. Coordinate administration of grants, agreements, and funded contracts, including eligible cost tracking, budget monitoring, reimbursement processing, and financial reporting. Compile, review, and submit reimbursement requests in accordance with funding agency requirements and deadlines.Review and verify grant-funded expenditures for allowability, allocability, accuracy, and compliance with grant agreements; coordinate with staff to collect required supporting documentation (e.g., invoices, timesheets). Maintain organized, audit-ready contract and grant files, including financial records, supporting documentation, certifications, and reporting records.Support internal and external audits and serve as a resource during audit activities as needed.Review, draft, and coordinate execution of contracts, amendments, renewals, and terminations.Collaborate with project managers to determine appropriate contract types, terms, and conditions, including public works and funding-specific requirements. Coordinate procurement processes, including invitations to bid, requests for proposals (RFPs), requests for quotations (RFQs).Manage the Small Works Roster administration, electronic bidding platforms, and contractor prequalification. Maintain contract documentation and track key dates, milestones, deliverables, and compliance elements (e.g., insurance, bonds, certifications). Develop and maintain standardized systems, templates, and records for contracts, grants, and procurement to ensure efficiency, consistency, and audit compliance. Provide guidance and training to District staff on contract administration, procurement processes, project coordination, and grant compliance requirements; assist in improving related processes and procedures. Assist in developing and updating contract-related policies and procedures in conjunction with the key stakeholders; stay current on applicable laws, regulations, and funding requirements. Coordinate with legal counsel, as authorized, on complex contractual or regulatory matters. Maintain and update project contract pages on the PUD website, ensuring accurate and timely public information. Perform other duties as assigned.Standard Workplace ExpectationsContribute to a successful work group by listening to and taking time to understand suggestions and concerns of co-workers. Offer constructive suggestions and ideas that help the team to meet or exceed objectives and goals by accepting and supporting team decisions. Maintain a positive and collaborative attitude in the workplace. Determine appropriate priorities to balance workload when deadlines compete. Seek assistance when needed. Respond quickly and appropriately to inquiries, requests, or concerns. Review own work for accuracy and routinely detect or prevent errors or mistakes that would prove costly or could jeopardize the operations of the PUD. Review and follow District employee policies and procedures. Maintain regular and punctual attendance.Typical QualificationsSUPERVISORY RESPONSIBILITIESThis position does not have supervisory responsibilities. POSITION REQUIREMENTS The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.EDUCATION AND/OR EXPERIENCE 5-8 years of experience in project coordination, contract administration, grants management, or related field required. Associate degree in related field required; Bachelor's degree in business administration, public administration, finance, or related field preferred. 3-5 years of experience with grant reimbursement processes and public sector funding requirements required. Experience in Washington State public works contracting and/or utility environment preferred. Training completed in State Public Works Contract administration preferred. Experience with NISC or similar enterprise systems preferred.Any combination of education and experience that provides the necessary knowledge, skills, and abilities to perform the functions of this position may be substituted for the foregoing requirements.KNOWLEDGE, ABILITIES AND SKILLS Strong organizational and document management skills.Ability to use document management systems and office software.Strong written and verbal communication skills.Attention to detail and ability to manage multiple deadlines.Demonstrated ability to maintain confidentiality and exercise discretion.Ability to successfully and diplomatically interact with the public and employees at all levels of the organization using excellent human relations skills as a representative of the PUD.Exceptional ability to coordinate a variety of responsibilities and simultaneously.Ability to use independent judgment and discretion to analyze issues and develop solutionsAlways ensure confidentiality and security of sensitive information.Demonstrated ability to exercise sound judgment and maintain confidentiality.Strong organizational and documentation management skills with an emphasis on audit readiness. Effective communication skills for coordinating across technical, financial, and administrative stakeholders. Proficiency in Microsoft Office (Excel, Word, Outlook); familiarity with project tracking or scheduling tools. Working knowledge of accounting principles related to project and grant funding. High attention to detail, strong analytical skills, and proactive problem-solving ability. Ability to interpret and apply Federal, State, and local regulations in a practical project environment. Strong knowledge of public sector contracting, project coordination practices, and grant compliance requirements. Working knowledge of grant reimbursement principles, including cost allowability and documentation standards.Ability to manage multiple projects simultaneously, tracking timelines, budgets, and deliverables with minimal supervision. Supplemental InformationADDITIONAL REQUIREMENTSMust successfully complete a standard criminal background check. A standard Monday through Friday work schedule is expected to be maintained, but evening and weekend hours may occasionally be required. A valid Washington State driver's license is required.WORKING CONDITIONS AND PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.Positions in this class perform work predominantly under normal office working conditions; considerable time working at a computer station is a regular part of the job. Mobility sufficient to travel to and work at various PUD facilities is required. Requires occasional lifting of objects up to 20 lbs. Manual dexterity required for keyboarding and use of mouse. Requires visual ability to read both from a computer screen and paper copies. Manual dexterity required for data entry and use of a computer mouse. Use of telephone requires adequate hearing. Driving is required between office buildings and to meeting locations within the service territory. Requires the ability to communicate effectively via phone.RESIDENCY REQUIREMENTJefferson County PUD requires the candidate in this position to reside within Jefferson, Kitsap or Clallam County. The residency requirement must be met within six (6) months of hire date.NOTE Jefferson County PUD is a Rural Utilities Services (RUS) borrower.Jefferson County PUD provides a robust benefit package to all full-time employees. The following summary describes typical benefits available. Actual benefits may vary by position type. Please reach out to our Human Resources team for specific benefit information. Medical, Dental, Vision and Rx Insurance: Comprehensive medical, dental and vision insurance plans. The PUD pays 100% of the monthly premium, regardless of the number of dependents covered. Insurance is effective the first of the month following employment.Health Reimbursement Arrangement (HRA VEBA): HRA VEBA plan is a health reimbursement arrangement (HRA) for employees to use for qualified health care expenses of the employee and eligible dependents while employed and upon separation of employment. Employees contribute, through payroll deduction, tax-free contributions of $75 per month. The PUD contributes $100 per month.Retirement: The District is a member of PERS and participation is mandatory for employees in eligible positions. Both the employee and the employer make contributions to the PERS system. Employee contributions are made on a tax-deferred basis. New employees may choose between PERS Plan 2 and PERS Plan 3.The PUD participates in the Washington State Deferred Compensation Program (457 plan). DCP allows employees to defer a portion of their paycheck for investment for retirement similar to a 401(k). The PUD matches employee deferrals at 50 cents per dollar, up to a total match of 4% from the PUD.Paid Time Off: The PUD utilizes a PTO program. New employees are offered 20 days of PTO each year. PTO accrues at 6.15 hours per biweekly pay period. Accruals increase with longevity of service after 3 years.Holidays: The PUD recognizes 11 holidays and provides two floating holidays each year. The second floating holiday is available for use after six months of employment. Floating holidays must be taken during the calendar year in which the floating holiday is earned. At 5 years of employment, employees are offered 3 floating holidays each year and 4 floating holidays each year after 10 years of employment.Observed Holidays:New Year's DayMartin Luther King DayPresidents' DayMemorial DayJuneteenth National Independence DayIndependence DayLabor DayVeterans' DayThanksgiving DayDay after ThanksgivingChristmas DayDisability Insurance: The PUD offers a short-term disability policy, beginning on the 41st hour you are unable to work, that pays 70% of your salary for up to 180 days. A separate long-term disability insurance applies after 180 day waiting period.Life and AD&D Insurance: $50,000 through Standard Insurance.Tuition Reimbursement: The PUD encourages employees to continue their education to further their professional development. The PUD reimburses up to $2,500 for employees to attend coursework outside of regular training.Please note that all provisions in this summary are subject to change.